Senior Administrative Specialist

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

Sub Division-Department: UNT-University Library

Department: UNT-University Library-Gen-141000

Job Location: Denton

Salary: Depending on qualifications with a minimum of $36,336.00.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

As the most widely used service on campus and a core component of education and research at UNT, the Libraries provide access to collections, facilities, comprehensive services, and expert staff who support students, faculty, and staff in achieving their academic and scholarly objectives. Through innovative programs and services, the Libraries play a critical role in enhancing teaching, learning, and research  University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation.

The administrative finance team oversees financial planning, budget management, and administrative processes (HR, purchasing and travel) to ensure responsible stewardship of university resources.

The Sr Administrative Specialist is responsible for assisting with core administrative functions that support the Libraries’ day-to-day operations, including centralized purchasing, student employee supervision, budget management, and travel processing.

• Purchasing all orders under $5K on either Pcard or Requisition as a part of a centralized library purchasing team for both online vendors and in-store purchases (e.g., Sam’s Club and Kroger)
• Managing student workers, which includes hiring, training, and supervising for all student tasks and special projects, and general office support functions
• Assisting with travel inquiries, purchases and reimbursements, and serving as backup for Coupa support
• Developing and presenting training materials over areas of administrative responsibility
• Processing data entry, running queries, compiling reports, and assisting with budget reconciliation
• Processing all administrative forms as required by purchasing and travel workflows including contract review requests
• Serving as backup receptionist support
• Participating in department projects and coordinating special projects as assigned

Bachelor's degree and one year of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

• Exceptional customer service skills.
• Advanced Microsoft Office skills.
• Knowledge of university purchasing and procurement procedures.
• Knowledge of university travel procedures.
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Skill in developing and maintaining good working relationships.
• Knowledge of policies, practices, procedures and terminology of assigned function.

• Experience working in higher education administration, finance, or operations
• Experience with purchasing for a university
• Experience with Coupa and Jaggaer eProcurement
• 2 years of supervisory experience of student employees

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.

Administration Management:
Completes ePARs to create records for student assistants or make changes to funding source, employee status, pay rate, etc. ePARs are completed in a timely, accurate fashion. Notifies student assistant supervisors when records are created in EIS. Supervisors receive timely notification. Perform data inquiries for recent hires, pay rate changes, and data changes to student ePARS. Run queries on student time per pay period to ensure timely approval and submission from student supervisors.

Administrative Office Responsibilities:
Share responsibility for the smooth day to day operations of the Administrative Office. Greets patrons and helps maintain a high standard of customer service in the admin office. Answers phones in a timely manner. Assist with interviewing candidates for potential student employees to work in the Administrative Office and help select qualified applicants in cooperation with other office staff. Participates in interview process as needed.

Provides feedback. Assist with supervising of Admin Office student employee. Monitor work flows and projects. Provide feedback and assistance as needed. Serves as an active member of the Libraries Admin…